Accounts Payable Year End Procedures Presented by Kristie Gonzales

1. Accounts Payable Year End Procedures Presented by Kristie Gonzales

2. Topics • Concurrent period voucher processing • Adjustment Vouchers • Journal Vouchers • Unprocessed Vouchers • Deleting Vouchers • Closing Vouchers • Questions • New Fiscal Year

3. Concurrent Period Voucher Processing The voucher Accounting Date populates the voucher Budget Date • During concurrent processing agencies need to pay particular attention to the Accounting and Budget Dates on vouchers.

4. Concurrent Period Voucher Processing

5. Concurrent Period Voucher Processing

6. Prior Year Vouchers How to create a voucher for FY2011 during the concurrent processing period. Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Add a New Value tab 1. Enter all information on this page as you normally would for a current year voucher.

7. Prior Year Vouchers 2. Change the Accounting Date on the voucher to be 06/30/2011. Before After

8. Prior Year Vouchers The distribution line initially populated on the voucher line will have the incorrect budget date which was inherited from the original accounting date (05/11/2011).

9. Prior Year Vouchers 3. Add a new line to the voucher by: Clicking the plus sign in the invoice line section 4. Click on the yellow message at the top of the browser window. 5. Click on Temporarily Allow Scripted Windows

10. Prior Year Vouchers 6. Click the plus sign in the invoice line section 7. Click the “OK” button to add 1 line.

11. Prior Year Vouchers The voucher will now have two invoice lines.

12. Prior Year Vouchers 8. Click the minus sign in the invoice line section to delete line one of the voucher. 9. Click the “OK” button to delete line 1.

13. Prior Year Vouchers Example of how the voucher should appear after the original voucher line has been deleted.

14. Journal / Adjustment Vouchers Processing Journal Vouchers and Adjustment Vouchers • Process as normal during year end (FY2011) and concurrent processing period. • Be mindful of the Accounting Date and Budget Date listed on the voucher. • You may need to request a budget update to a Journal or Adjustment voucher when: • You are correcting a voucher that was paid out of the wrong Fiscal Year. • You are correcting a Prior Fiscal Year AP voucher.

15. Journal / Adjustment Vouchers • If you require an update to the Budget Date, submit a help desk ticket prior to approving the Journal/Adjustment voucher. • Subject: Budget Date Update on AP JV’s • Category: Accounts Payable • Subcategory: Voucher Processing • List the voucher number, line(s) to be updated and the desired budget date in the help desk ticket. • Once the help desk ticket has been closed, approve the journal voucher. • When generating reports be mindful of both the accounting date and budget date fields to ensure that accurate results are returned. • Processing in the SMART system has not changed any of the policies surrounding the use of funds in a particular fiscal year.

16. Unprocessed Vouchers • Agencies have been contacted regarding Vouchers that were created between 07/01/2010 and 03/31/2011 that have not fully processed in the system.  • We would like to have all of these Vouchers processed, deleted or closed in the SMART system by close of business 5/27/2011.  After this point all unprocessed Vouchers created prior to 3/31/2011 will be deleted from the system. • There will be a query available, as part of the month end check list, that will identify any unprocessed Vouchers for your agency.

17. Deleting Vouchers Navigation: Accounts Payable>Vouchers>Add/Update>Delete Voucher You must hold the KAP_AGY_AP_MAINTAINER Role to delete vouchers. A voucher cannot: • Have been posted • Have been selected for payment • Have been paid • Be matched

18. Deleting Vouchers • Newly created vouchers have a Post Status of “Unposted”. When a voucher has been Posted and Unposted, the status returns to “Unposted”. • When trying to delete a voucher that has been Posted and Unposted you will receive the following message on the Delete Voucher page. This means you will close the voucher rather than delete the voucher.

19. Deleting Vouchers • Following are some status combinations on vouchers that are eligible for deletion. All examples are assuming that the voucher has not been posted and unposted.

20. Deleting Vouchers 2. Click the yellow Delete button. 1. Search for the voucher that you want to delete. 3. Click ok on the warning message.

21. Closing Vouchers Navigation: Accounts Payable>Vouchers>Add/Update>Close Voucher You must hold the KAP_AGY_AP_MAINTAINER Role to close vouchers. • Closing a voucher has the same accounting impact as deleting a voucher. • Vouchers must be posted in order to be closed. • The voucher must be approved before it is eligible to be posted. • To keep the voucher from paying, the processor should • Navigate to the voucher payments tab • Select the Hold Payment check box • Enter a Hold Reason of “OTH”

22. Closing Vouchers • Following are some status combinations on vouchers that are eligible for closure.

23. Closing Vouchers 1. Search for the voucher that you want to close. 2. Check the Mark Voucher for Closure check box.

24. Closing Vouchers 3. If the voucher is a PO voucher, you will receive the following message. Please read carefully and answer appropriately. • Select Yes if you want to restore the PO encumbrance • Select No if you do not wish to restore the PO encumbrance. If you choose No, you will not be able to use this PO encumbrance again.

25. Closing Vouchers 4. If you selected yes in response to the warning message the following page will appear. • Select the Restore Encumbrance check box • Click OK

26. Closing Vouchers 5. Click Save. Once the voucher post process runs (typically at night only), the close status on the voucher will be “Closed”

27. Questions

28. New Fiscal Year • SpeedCharts • If your SpeedCharts for FY2012 require modification and if you need to use a chartfield not currently available in FY2011, you will not be able to make these updates until the new chartfield values are loaded into the SMART system. • Refer to the Entering and Maintaining SpeedCharts job aid. • http://www.da.ks.gov/smart/Training/CourseMaterials/WBT/resources.html • It is the Agency’s discretion on whether they update SpeedCharts vs. creating new SpeedCharts. • History of the SpeedChart is lost if you elect to update SpeedCharts vs. creating new SpeedCharts. • Anyone in the Agency that has the KAP_AGY_AP_MAINTAINER or KAR_AGY_CONFIGURATOR role(s) HAVE access to do this.